Step 4: Optimization – The Weekly Review
A calendar system is not a “set it and forget it” tool. It’s a dynamic system that needs regular maintenance. The most crucial habit for long-term success is the weekly review. This is a 30-45 minute non-negotiable appointment you schedule with yourself every Friday afternoon. It’s your time to act as the CEO of your own life.
What to Look At: The Three E’s
During your review, you’ll look back at the past week’s calendar and plan for the next. Don’t just look at what you did; analyze how it went. Focus on the three E’s:
1. Energy: As you look at each block, ask yourself: How did this activity make me feel? Which blocks left me feeling energized and accomplished? Which ones left me feeling drained and frustrated? This isn’t about judging yourself; it’s about collecting data. If you consistently feel drained after Wednesday’s 3-hour meeting marathon, maybe it’s time to see if you can spread those meetings out.
2. Effectiveness: How many of your blue “Deep Work” blocks did you successfully protect? How many were interrupted or cancelled? This is your key metric for progress on important goals. Also, look for rollover. What tasks did you consistently push to the next day? This pattern might indicate that you are underestimating how long tasks take, or that a task needs to be broken down into smaller pieces.
3. Essence: This is where we apply the 80/20 Principle, also known as the Pareto Principle. This concept suggests that, for many events, roughly 80% of the effects come from 20% of the causes. Look at your completed tasks from the week. Which 20% of your activities generated 80% of your results or feelings of accomplishment? Your goal for the next week is to schedule more of that 20%.
How to Plan the Week Ahead
Armed with these insights, you can now plan the upcoming week with intelligence. Start by looking at your existing appointments—the meetings and deadlines that are already set. Then, identify your 1-3 most important goals for the week. These are your “big rocks.” Schedule large, blue deep work blocks for these priorities first. Protect that time. Then, fill in the rest of your week with blocks for shallow work, communication, and personal commitments, using what you learned about your energy levels to guide your scheduling. By the end of your weekly review, you should have a clear, realistic, and motivating template for the week to come.
